Executive Assistant to the Head of School & Project Manager

The International School•Portland, OR

3d•Onsite

About The Position

The International School of Portland is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the Head of School. This individual will play a critical role in ensuring the smooth operation of the Head of School's office by managing a wide range of administrative and executive support-related tasks. The ideal candidate demonstrates exceptional organizational and communication skills, maintains strict confidentiality and strong professionalism, and skillfully prioritizes and executes multiple projects simultaneously.

Requirements

Bachelor's degree or equivalent experience.
Minimum of 2 years of experience in an executive support role, preferably in an educational setting.
Strong project management skills with the ability to manage multiple projects simultaneously.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite and Google Suite.
High level of professionalism, integrity, and confidentiality.
Strong organizational skills and attention to detail.
Ability to work independently and as part of a team.
Possess a valid driver's license and reliable transportation for offsite events and transportation.
Must be able to handle a high-pressure environment with grace and efficiency.

Nice To Haves

Experience with accreditation processes is a plus.

Responsibilities

Acts as a trusted liaison for the Head of School, driving transparent, timely communication with trustees, school staff, and families, while supporting the execution of core executive decisions
Proactively anticipates the Head of School's needs and applies strong executive judgment to manage complex scheduling, travel, and calendar priorities for the Head of School.
Screen and prioritize incoming communications (emails/phone calls) for the Head of School and respond directly on their behalf as appropriate.
Prepare correspondence, reports, and presentations for the Head of School.
Conduct research and gather information as needed for various projects and initiatives.
Handle confidential and sensitive information with discretion.
Provide administrative support to the Board of Trustees, including scheduling meetings, preparing agendas, and distributing meeting materials.
Record and maintain minutes of Board meetings and ensure timely follow-up on action items.
Build, revise, and maintain the Board Dashboard and HUB as specified by the Board of Trustees in conjunction with the Head of School.
Assist in the preparation of reports, presentations, and other documents for Board review.
Coordinate logistics for Board events, meetings, and retreats.
Oversee the implementation and progress of the school's strategic plan.
Coordinate with various departments to ensure alignment with strategic goals.
Track milestones, prepare progress reports, and present updates to the Head of School.
Facilitate communication and collaboration among stakeholders involved in the strategic plan.
Act as project manager for ad hoc initiatives and special projects, leading execution from inception to completion.
Take meeting minutes during Educational Leadership Team (ELT) and Senior Management Team (SMT) meetings, ensuring accurate records, consolidating action items, and providing timely distribution.
Own the employee newsletter process by gathering content from ELT and SMT for and ensuring timely distribution.
Support school events by coordinating logistics, communication, and setup.
Partner with administrative assistants across Early Childhood and Elementary divisions to deliver cohesive, efficient support throughout the school.
Coordinate the development of the school calendar, maintain, update, and publish the school calendar in conjunction with Senior Management and Educational Leadership Teams
Serve as the face of the school while providing high-quality, front-facing customer service in person, by phone, and via email to all parents, students, staff, vendors, and volunteers.
Act as a point person for community inquiries, stay informed and abreast of school events and updates
Serve as the main point of contact for the Arthur building, welcoming visitors, staff, and families
Maintain a welcoming office atmosphere while ensuring organized and efficient operations for the Arthur Street Building
Manage office supplies and equipment, ensuring everything is fully stocked, operational, and accessible
Coordinate with other administrative staff to ensure seamless support for school operations.